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Billing Software system

Contents
Chap 1 Summary
Welcome to use PBX billing software system, this system based on the PBX, its not only the function of
basic type PBX for PC, but also some important function at present.
The system including real time monitoring, PBX data setting, billing setting, charges inquiring, interface
setting, hotel management, recording and using help, and PBX data setting including system data, extension
data and trunks data setting. All the setting can be effective when power on, not need power off.
This software can support the PBX of CP832, TP832, TP1696, TP1696B, TP16120 and TP16128 series.

Chap 2 Install Software


1. PC Configuration Request
1)

Windows 2000 above system (such as Windows2000, 2003,Windows xp, Windows Vista, Windows 7);

2)

Hard disk free space should be more than 100M;

3)

Displayer resolution should be 1024x768 at least (suggest 1400900);

2. Installation Steps
1)

Close other application program to avoid the system conflict or resource shortage;

2)

Put the CD installation disk into CD-ROM;

3)

In my computer, choose disk driver to open it and then double click PBX-V600.EXE to install the
software;

4)

Installation finished, restart the computer.

3. Connect PBX
1)

Insure PBX already switched on and works well (power should be good ground wire);

2)

Insure all the junction lines contact well and connect with the PC interface and computer serial interface
of PBX correctly;

3)

Insure all the junction lines routing not same as other high magnetic field interference resource, such
as power supply wire, etc.

4. Login into System


Method one:
1)

Click start of the computer;

2)

Open the program list;

3)

Choose" PBX-V600";

4)

Click "PBX-V600" to login into the system.

Method two:
Double click PBX-V600 on the desk of computer.

Chap 3 Instructions
1. Main Form
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Connected with PBX, the main form as below (example for TP16128)

Outgoing call display screen and coming call display screen will display the recently records, if full screen
and it will be displayed cycled (full screen display 100 pieces billing list). The first line which including @ is the
newest record.

As above diagram, click outgoing call number and can add the number into phone book; click incoming call
and can add the number into phone book.
Port status diagram: display the present status of trunk lines and extensions by real time.

Extension State: Hook On Hook Off Alarm Clock

Trunk State:

Idle

None

2. Login
2

Incoming Outgoing

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Communicated well, the second term of status bar will display status normal, click login menu, and then
input user and password to login into the system. When login into the system, the menu will be status available,
and also can change the login password in this window.
Note: If use this software at first time, please refer the example 1 of the fourth part of this user manual.

3. System Settings
Note: if some introductions dont mentioned or dont say more details, please refer the user manual of PBX.

3.1 Serial Settings


Click serial settings and then choose the serial number which can be used on your computer, baud rate
choose 4800.

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3.2 Bill Forwarding

Bill forwarding including network and serial forwarding, please refer the file bill forwarding in the
disk for the details.
Network forwarding setting: input remote IP and remote port, remote port is the monitor port of the
connected computer. Click connect to see if the network linked well, if correct and then will display network
connect successfully; if wrong and then will display network connect failure. If power failure, the network
should be connected again.

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Serial forwarding setting: choose the serial number, default baud rate is 4800, it also can be set freely. This
setting can be saved when power failure, not set again when power on.

3.3 PBX Parameters

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If want to change all or part extensions setting, please choose bulk operation and then change the data
which you want. According to physics inquiry or flexible code, can find the extension fast which you want to set.

3.3.1 Extension-Flexible Extension Number

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3.3.2 Extension-Dialing-out Mode

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3.3.3 Extension Class Assignment For Certain Extension

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3.3.4 Extension Calling Duration Restriction

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3.3.5 Extension Assign Extension Outgoing to Certain C.O.Line

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3.3.6 Extension Call forwarding when Extension is busy or nobody available

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3.3.7 Extension Hot Line

3.3.8 Extension IP DiaI

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3.3.9 Extension Extension Group

3.3.10 Trunk-Work Mode

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3.3.11 Trunk-Type

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3.3.12 Trunk-Outgoing Code

3.3.13 Trunk-Answering call

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3.3.14 Trunk-Enable/Disable C.O.Lines

3.3.15 Trunk-Link Number Function


Link number function: it is active after clicking start. This function allows a new number to link 1-16 CO
line number (the number is assigned by local telecom provider). The user only need to public a telephone
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number, then the caller can reach you by any of the number. For example, CO line 1 is used, and the system will
automatically switch to next CO line. It has the advantage of easy memory, avoidance of busy line and business
development. But need apply CO line transfer from local telecom provider and it should be assured this function
is workable. The publicized number can be set by Main point. Quick and Ordinary means quick linking
and ordinary linking.

3.3.16 Trunk-LCR

Route function: refers to phone routing function setting. It becomes active after clicking before start
route mode. Other parameters can be set after that. Otherwise other parameter setting is frozen. First of all,
please select the model to execute this function. There are two models: Manual refers to the system will
select the route according to the outgoing access-code; Auto means the system will select the least-cost
routing according to the routing numbers which is set in the system. (The user don't have to dial any special
access-code, the system will select routing intelligently). If there is special trunk, it is recommended use Auto.
Below is the introduction for other parameters setting.
Forbid special Trunk dialing-out: refers to forbid using special trunk line.
Forbid: refers to forbid using normal trunk line.
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Use ordinary Trunk while all special trunks busy: means normal trunk is available when special trunk is
busy.
Special Trunk out No.: means in Manual mode, special trunk can be set freely. It is better not to have
the same number as normal trunk.
Auto Route Rule: means auto routing initial number setting rules. This setting realizes the initial number
that the system automatically uses the special trunk line. Show above are 0, 00 and 133. That means when
the number starting with these three numbers were dialed, the system will automatically use the special trunk.
Detail example please refer example 3.

3.3.17 Trunk-IP Function


When the extension make an outward call, then the system will add IP prefix number automatically before
dialing telephone.
Detail example please refer example 3.

3.3.18 System-System Parameters One

Adjust time: If PBX didnt show the correct time, click the button, time will be corrected immediately.
day-night service: there are 3 sub-frames Now status, day-night service switch, Auto duty time.
When setting is Manual, the setting for auto-attendant is not effective. When setting is Auto, it has to set

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the time for auto-attendant as Day available or Night available. If choose both setting, then it will be autoattendant in day and night time. Day startTime and Day endTime should be set in advance.
OGM: Two OGM There are 2 OGM in the PBX system, you can select one or two to work, only after
selected one or two for working, then you can set the details OGM mode, otherwise, the follows setting will be
ineffective.
Weekend mode setting: you can set a certain days working status: working mode or weekend mode.
Which is corresponding to a different operating mode of PBX?
Automatic Attendant, CO call: allows all the C.O. lines in Auto-attendant Mode (DISA --Direct Inward
System Access status). In this mode, Caller will hear the OGM recorded message, while all extensions are in
MUTE mode
Internal send mode: it means caller ID display mode.
Receive mode: The PBX can auto select C.O. line CID mode. Sometimes if system cant display CID
correctly and you know the CID mode, you can set CID mode compulsively.
EXT Group call mode: Team meeting when Extension groups are in meeting mode; If one extension
call one extension group, the members in this group will ring at the same time, each extension can pick up the
handset and talk with the caller, while the other extension keep ringing . This function is also a conference
function; Normal call when Extension groups are in normal calling mode; If call one extension group, the
members in this group will ring at the same time, each extension can pick up the handset and talk with the
sender, if someone pick up the handset, the other extension will stop ring.
Trunk working assignment: in order to avoid to use the same CO line, you can set sequence; for some
special case, you can choose Average. Sequence means system will start to choose CO line from small
number. For example, there are four CO lines. When dialing out, if CO line 1 is occupied, the system will switch
to CO line 2. At the same time, another request to dial-out comes, system will automatically switch to CO line 3,
if CO line 1 is not occupied, the system will automatically switch to CO line 1. Average means the CO lines will
be used evenly.
PBX type: shows the model number you are using.
1st Operator: click the option frame beside the first operator, you can manually input the number, or select
number from the frame. 2nd operator setting is the same.
Flash Time: the time to pat the hook.
ChargeDelay: five is set in the above picture, that means start to charge after 5 seconds.
Internal call, Ringing times: Urgency While the CO line coming in, and all the ringing extensions
assigned to CO line is busy , the system will send waiting call beep to the ringing extensions for every five
seconds, these extensions is assigned to the CO line. Queue While the CO line coming in, and all the ringing
extensions assigned to CO line is busy, instead of sending the waiting call beep, the system will find the first idle
extension begin from Ext. 601 to Ext. 696 in sequence then ringing it.
CO. hold times: the time to hold the CO line when the CO is busy.
No answer, Transfer time: this time must be more than no answer ringing time.
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Lock time: the closing time for the locker.
Automated Attendant, Transfer: default setting is 25 seconds; this time means the ringing time if the extension
not set transfer. this time must be more than no answer ringing time.
Hot line, Hold time: the time is for waiting when the hotline coming.
Internal CID add: if click this function, need to add two-digit number in the following text frame, then the
incoming call number will be automatically added that two-digit number. This function outcome the weakness of
some phones which only show five-digit number or above.
Quick Transfer: it means the key phone DSS if have the function of dialing the extension directly and
transfer function.
Call Forwarding Settings reserved when Power Failure: If you doesnt make this setting, Even you
already set the function of CALL forwarding, the function will be ineffective after power failure. And if you make
this setting, the function setting will remain effective after the power failure.
Indicating Tone for No available or busy: when you make this setting; the extension which has setting
the function of Call Forwarding will send the special indication Tone after it be pick up. Otherwise the extension
will send normal dialing tone.
KeyPhone can be monitored: if the exchange connect with key phone, the system can monitor the key
phone.
Ring back while no answer: the call will/not go back to the previous extension when CO line is transferred
and no one pick up the phone.
means it will go back to the previous extension.
All switch while EXT. busy: means the extension is/not allowed to transfer when CO line is transferred
and the extension is busy.
Call operator quickly: default is 0 to connect operator.
Ringing delay: ring will/not delay when call comes in.
Open Lock-Function: this function concern with the hotel manage, if opening this function, the extension
can not dial outgoing call when the extensions charge fee less than the least limited amount.

3.3.19 System-Number Settings

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Restrict No. of Group A: click Add, the input window will show. For example, 1790 is input in the
below picture. After clicking OK, 1790 will be shown in text frame of Restrict No. of Group A. After
successfully set, the CO line which uses Dial-out Class 4 (Please refer to Class Assignment setting in users
manual) will not allow to dial the number start with 1790. If you want to delete the initial number, please click
the number and Del. For Restrict No. of Group B and Only Permit NO., it is same as Restrict No. of
Group A.

3.3.20 Other

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In this window, you can set up the personal grade and so on.
Personal grade: means personal password.
Door Phone: refers to the four door phones, DoorPhone1 to DoorPhone4 used with PBX. In the
above picture shows door phone is unused. If it is used, the door phone can be assigned a number. Ring Ext
means the ringing extension when door phone rings. The maximum ringing extension is 8.
AutoDial: the fast dialing operator allows the extension dial the operator fast.
3.3.21 Database backup, repair and initialization process
After changed all the data for PBX, backup the data to hard disk in time; if some errors occurred, repair the
data is ok.
Option BK and Option RP can write the backup file name freely and select the certain period backup file
to repair.
If used telephone to change the data, and then use bill software to change data, should refetch the PBX
data firstly.
Renew PBX data, different PBXs of same model can be synchronism for the data.

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3.3.22 Change password


Change system programming password. To change the log-in password of the billing system, please check
below.

3.4 PBX Soft Reset


Click reset PBX to restart the PBX.

4. Charge Parameters

4.1 Rate Parameters


Detail example please refer example 4.

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Rate scheme includes: local net basic, local basic, DDD basic, IDD basic, IP etc. You can add, delete or
update, rename as required.
Parameter settings include: start duration, start price, charging interval (meaning the time interval after start)
and the charging rate. Unit of timing is Second, charging unit is cent.
When update, rename and delete, please use your mouse to select the rate scheme firstly. For example,
Local Net Basic Price is selected in the above window. (Note: you can just delete rate schemes except the
Local Net Basic Price)
When add new rate schemes, you cannot use the same name already existed in the list.

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You can add or delete the favorable schemes as your wish. Similarly, you cannot use same name. Before
deleting a favorable scheme, you need use your mouse to select the name of the scheme.
Each favorable scheme can be included more than one sub categories (currently maximum is 10),
displayed in the right panel of the window. Currently, it only support daily favorable scheme, the weekly, monthly
and yearly or one-off favorable scheme setting is disabled.
For daily favorable scheme, you need only define the start time of the favorable scheme (hh:mm:ss) and the
end time. For favorable schemes spanning over two or more days, for example, from 10pm till 7am, you need to
break it down to two sections, as shown in the following window. The charge rate can be in form of discount or
special, If discount, the rate shown as decimal, for instance, 60% discount shown as 0.6; if special, the rate
shown as integer, in unit of cent.
Each sub category can be deleted or updated individually. Before delete or update you must first select the
corresponding item.

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DDD: Direct Distance Dialing; IDD: International Direct Dial; special call: local special number charge;
Internet: internet communication cost.
For each dialing head, you can define its corresponding rate scheme, add-on charge, privilege rate, dial
type, service charge and brief explanation. Among which the dialing head cannot duplicate, if service charge is
less than 1, it means the charge is on discount of the total toll, e.g. 0.1 means service charge is 10% of the toll; if
service charge is more than 1, it means fixed service charge on all calls, unit is cent, e.g. 200 indicates $2
service charge for each call.
Add-on charge suits IP phone call etc, because in addition to corresponding basic rate you need to add
onto it the Local Net Basic rate.
You can add new dialing head against your local situation, for example, local area code. You can also
update or delete the current selected dialing head. Before updating or deleting, you need select the
corresponding dialing head.
The dial type is determined by its length of digits, for example, 0085212345678 is recognized as IDD
instead of DDD

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You can set the Display time and Delay of each Dialing type in this window. You need select the Dialing type
prior to settings.
Change BackColor: Change the color of the frame.
Change ForeColor: Change the color of the text.
Change Delay: Change the delay time of the dialing type, unit is second.
You will see the effect of your settings, but not yet saved. If you want to save the settings, click Apply
Change (Note: Setting save will only work on the selected dialing type. You will have to save separately for
each dialing type)
When changing the color settings, a color palette will popup for you to choose from.

Drag the arrow to adjust


lightness

Color been selected.

After choosing a color, click OK to apply. Or otherwise, click cancel.

4.2 Other

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If you choose Filter duplicated Record, the system will search through the database to prevent
duplicate on receiving a new bill. If duplicate is found, the new bill will be ignored. Only when no duplicate found,
the new bill is inserted into database. Due to that this function will slow down the system to process bills, it is
recommended to check box only when retrieving the bills, and uncheck this option when finishing the retrieving.
If uncheck the Total talk time include delay, even though you have defined delay time in Dialing Type
Setting, the delay time will not be counted into total talk time, i.e. delay time is not charged.
Enable prompt CIDwill be have prompt dialog box when there is incoming call.
Counts of record display present 1696 series most storage 1696 pieces bill list.
The above three settings will be effect promptly.

4.3 Clear PBX Bills


Clear all of the bills for the current PBX system.

5. Bill Query

5.1 Outgoing Query

Click Preview and will be occurred below sheet, this can be saved into computer and also connect with
printer to print the bill list.

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Click Query to check the details for all the extensions outgoing call within the certain period time.

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Click Print to print the bill list in the computer hard disk.

Delete Record: delete a time-periods call bills which are stored on the computer hard disk, then delete the
call bills of a long history, saved in hard disk space.

Fetch Record: Enter the correct number of Fetch, click the Fetch, and follow the instructions, then can
fetch the call bills from the PABX machine.

5.2 Incoming Query

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Above diagram display all the incoming call from 2010-6-1 to 2010-6-28, including all, received calls and
missed calls.

6. Management

6.1 Hotel Management


First login, the initial status is free room, if want to use this function, should click open hotel function, this
set can be saved when power off. After set, the opened room can be charged. Hotel management as following
functions:
1)

Room NO. Edit

2)

Deposit

3)

Query

4)

Open a hotel room


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5)

Additional funds

6)

Check

7)

Alarm
Instruction of each function:

1)

Room NO. Edit:

The initial Numbers are same as the physical extension numbers. The user can modify as needed for the
corresponding room number, for example, such as ch888 to name his favorable room number.

2)

Deposit:

Deposit function is the minimum amount required to set, if you set the minimum amount of 1.00, then when
the remaining amount is less than 1.00, the status shows arrearage, then the extension of arrears will not be
able to call-out, only after the users pay the arrears, then the extension can be used again, when the user is in
arrearage status, he can call the operator, to facilitate the customer to contact Front-Desk timely.
3)

Query:
You can choose a room, a client, an extension to check the current information.

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4)

Open a hotel room:

Select room number, fill in user name, a deposit if we do not fill, there is no deposit to facilitate the opening
of the room, the following graph;

5)

Additional funds:

If the Function of Call-switch has been opened by the hotel, your extension in arrears, and will automatically
be stopped, and your extension will allow to use after you pay a certain amount of additional funds.
6)

Check-out:

When guest want to check-out, just click Pay, the system will pop-up the payment details. After Payment
settled, the room returns to the initial setting value. (NO guest, the cost of zero, room for availability)

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7)

Alarm

In alarm setting window, can set the alarm time of certain extension (also can set all or cancel all). The
system will prompt operation succeed when finished the setting. The PBX alarm will be effective by single time,

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if need the alarm time on each day, should set it each day by manual. Finished alarm will be displayed by red
color, and the port status diagram of main interface also will display the alarm status.

6.2 Record Management

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Recording system main functions:
A. recording system can be achieved independent recording audio via the computer
B. recording system can record manual or automatically for a certain CO line or extension of PBX, after the
recording, it can be saved (after automatic recording, it can automatically saved in the system folder; do not
need to manually save).
C. the recording system can also download the voice file of Auto-attend to the system OGM chip,
adjust Volume : The right Drop of the player can be driven up and down to adjust the volume size, "0" for
the quiet, Driving down, the greater the volume. When recording in operation, please adjust the suitable volume
at first, and then proceed.
A. Instruction for an independent audio recording:
1. Recording system to achieve an ordinary MP3 player features:
Click "Open" button, select the need file, you can play mp3 and wav format music files.
2. Recording system to achieve an independent recording feature:
Connected the microphone to the computer's audio input port, click the "record" button, you can record
hundreds of hours messages. After the recording, you can save it.
B. digital recording for OGM
This function can transmitted the recorded voice files to the OGM chip of PBX,
There are 2 OGM chips in the PBXs CPU Board, each of the OGM chip can be divided into 3 paragraphs.
YOU can make the voice files in the computer, and then download the voice files to the whole, the first
paragraph, second paragraph, third paragraph accordingly.
Recording time reference to the PBX manual of the instruction of OGM.
C. Recording the calls communication of PBX
1. Manual recording
Select a certain CO line or an extension to make a manual recording
2. Automatic recording
First of all, in the TRU (CO Line) and the EXT. column, select the line and extension for automatic
recording, (Click the corresponding pane directly), and then Select option of automatic recording function "
under The Record Set, as per the above-graph, if want to automatic-record all the calls of Extension 801, also
the recording files will be automatically saved after finished the calls, to open automatically recording studio. The
top of the blank portion of Digital Recording OGM shows the path saved, click play to facilitate monitoring.

3. Monitor
Select the calls record file of a time period, a certain c.o. line or a certain extension, click query, monitor
window will show the information of the required file and time. Select any files, Click "play" to monitor

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6.3 Extension Subscriber

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Here can manage users extension, department, AutoCode (authorization code), and so on. If no
authorization code, there will shows 0. Authorization code is the serial number of the privacy password, for
example: 99 privacy passwords authorization code is 99.
For users info, it can be added, deleted or updated. Please note, registered users Employee No. is not
allowed to rename. Click the corresponding users info before deleting or updating.

6.4 Phone Book

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Phone book function: store user and phone information, etc.


Query: query by name or phone number, also can be fuzzy query; for example, input 1 and can see all the
numbers by initial number 1.

7 Help

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Chap 4 Example
Example 1: First time using (necessary)
First step: after installed the software, connect with the PBX and computer by serial wire.
Second step: open the software, when the status bar display normal status, click help-activation (as
diagram)

Third step: according serial number, input the activation code; the default serial number is 16 pieces F and
activation code is 6767676734343434. Click ok and then system will prompt activation succeed, and then
can use the software. If lost the activation code, please contact with services and then can check it.
Fourth step: login into the system, input the password and then go ahead other operations; 001 operator
default password is admin; 002 and 003 operator default password is 1234.

Example 2: PBX parameters revised.


Set the physical number 1 extension into operator 2 and extension number 6666; set the physical number 2
extension into operator 1 and extension number 8888. Other extension number initial by 8, operator can dial out
when off-hook directly and no restriction for dialing out; other extensions should dial 0 and then can dial out, and
just can dial local call; there are 6 trunk lines and connected with first to sixth C.O. line ports, all are the normal
trunks, its in auto-operator attendant mode.
First step: after example 1, click PBX parameters and then set extensions parameters.

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Second step: set the extension number


Select Bulk operation

Double click the line of Flexible number and input 8001 into textbox, click OK and then all the extensions
have changed into the number initial by 8.

PD NO.1 set the flexible number into 6666 (here can set it same as above step, PD NO. choose 1 to 1 is
ok, not need cancel bulk operation). And then set PD NO.2 flexible number into 8888.

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Third step: set dial-out mode


As request, set PD NO.1 and 2 are direct dial-out, and others are indirect dial-out.

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Fourth step: set extensions class, day and night same class.
As request, set PD NO.1 and 2 are 1-free, and others are 3-restrict DDD

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Fifth step: finished all the extensions setting and then save the parameters, and the system will be restarted
again.

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Sixth step: set operator
Click system parameter and into the setting textbox.

Double click number 2 and 3 to set operator, input 8888 and then click blank place to confirm.

Seventh step: saved and then click trunk to set.

Eighth step: set all trunks are auto-attendant mode.

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Ninth step: set all the trunks are normal trunk.

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Tenth step: set dial-out number.

Eleventh step: set C.O. lines status, and close the C.O. line port which not be used; if the PBX has the
function of C.O. line detection automatically, not need set this step.

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Twelfth step: saved and log out.

Example 3: Auto-IP dialing setting


There are 16 trunks, 8 trunks are normal trunk for local call and other 8 trunks are special trunk for long distance
call. All the extensions use IP17909 for local call and IP17951 for long distance call.

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First step: set 8 trunks are normal and other 8 trunks are special.

Second step: set auto route function to carry out the normal trunks for local call and special trunks for long
distance call.

Third step: set IP.

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Fourth step: saved and login into extensions parameters, set the extensions which can be auto IP dialing
function.

Fifth step: saved and log out.

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Example 4: Charge rate setting


IP17951 local call charge rate: first 180 seconds price is 22 cents, and then each 60 seconds price is 10 cents;
domestic long distance call charge rate: first 180 seconds price is 29 cents, and then each 60 seconds price is
13 cents.
First step: into rate parameters.

Second step: click charge rate into setting interface.


If the charge rate list no local call IP, should click add to add IP.

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Added the charge rate, and then input the parameters, and then click update to confirm.

And then set domestic long distance call price, click direct distance dialing to set the parameters, and then
click update to confirm.

Third step: set dial initial number.

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As above diagram, local call no IP initial number, domestic long distance call have IP initial number, so just
add local IP initial number 17951.

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Example 5: Download OGM


There are three paragraphs audio file, need download into PBX from computer.
First step: check all the connections if correct, and then connect PBX(music) with computer (earphone) by
audio wire.
Second step: login PBX parameters-system parameters, in OGM settings to set three segments OGM
mode.

Third step: open Management-Record Management

Fourth step: operate it as following order, the system will be soft-reset automatically when recorded over,
and then you can play the music if its satisfied (such as should length and volume), if not satisfied and then can
operate it again.

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